Coordinator Event Production

Assistants vs. Agents; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

MSG Entertainment is seeking a Coordinator, Event Production to assist with the daily operation and transition of assigned events at the Arena, Radio City Music Hall and Beacon Theatre. You will help provide a seamless workflow by serving as Event Manager on duty for clients, coordinating with internal teams, and ensuring expenditures stay within budget while maximizing efficiency.

The ideal candidate is highly organized, energetic, and able to work independently in a fast-paced environment with

Qualifications

• 2-3 years of experience in the entertainment industry.
• 60 credit hours of college coursework preferred.
• Able to work under pressure and meet deadlines.
• Strong administrative, organizational, and time management skills.
• Excellent verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Proficiency in Mac, Microsoft Office, Google Drive and Adobe.

Responsibilities

• Administer all event planning with the client including staging, lighting and sound, client seating, and staffing requirements for assigned events.
• Oversee load-in and installation of equipment by defined deadlines.
• Oversee day-of-event execution and troubleshoot issues.
• Act as Event Manager/Duty Manager as scheduled for seamless workflow.
• Provide coordination and logistical support for events across MSG Venues.
• Process and track payments for vendors and consultants.
• Maintain event calendars, weekly production schedules, trucking calendars, and related calendars.
• Assist with staffing by coordinating union and non-union event production workforce.
• Approve VIP On sales and ancillary events memos.
• Generate and maintain internal databases and prepare reports for senior executives.

Skills

Administrative skills

Organizational skills

Time management

Communication skills

Independence

Education

60 credit hours of college coursework

Tools

AutoCAD

MS Office

Google Drive

Adobe

Job description

Madison Square Garden Entertainment Corp. (MSG Entertainment) is a leader in live entertainment, delivering unforgettable experiences while forging deep connections with diverse and passionate audiences. The Company’s portfolio includes a collection of world-renowned venues – New York’s Madison Square Garden, Infosys Theater at Madison Square Garden, Radio City Music Hall, and Beacon Theatre; and The Chicago Theatre – that showcase a broad array of sporting events, concerts, family shows, and special events for millions of guests annually. In addition, the Company features theChristmas Spectacular Starring the Radio City Rockettes, which has been a holiday tradition for more than 90 years. More information is available at www.msgentertainment.com.

Who are we hiring?

The Coordinator, Event Production assists with the daily operation and transition of assigned events, from the planning stage, setup, installation, and day of event execution through the removal of event equipment. The coordinator will assist with overseeing the operational execution of concerts and other live functions at the Arena, Radio City Music Hall and the Beacon Theatre as needed based on the discretion of the VP, Event Production.The coordinator assists with serving as the Event Manager on duty for internal and external clients to help provide a seamless workflow experience.The position collaborates with internal and external clients to minimize expenses and maximize budgeted results while maintaining optimal operating efficiency.This highly-organized, detail-driven team member will negotiate the day-to-day challenges which come with managing multiple projects at varying stages of development, all of which are happening simultaneously. This position requires high energy, a positive attitude, a strong work ethic, impeccable judgement, an unwavering attention to detail at all times, and outstanding communication and interpersonal skills.

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be especially well organized, flexible, and enjoy the challenges of supporting an administrative team of a diverse group. The ability to interact with people (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

What will you do?

• Responsible for administering all event planning with the client including staging, lighting and sound, client seating, and staffing requirements for assigned events.
• Oversee the load-in and installation of equipment by the defined deadlines.
• With the client, oversee the day of event execution all event functions and troubleshoot any event day issues.
• Act as the Event Manager/Duty Manager as scheduled to provide internal and external clients with a seamless workflow experience.
• Provide coordination and logistical support for events and activities across all MSG Venues under the direction of the Senior Director, production directors and managers.
• Process and track payments for vendors and consultants.
• Schedules and maintain event calendar, weekly production schedule, trucking calendar, truck load in/show tracker, and food & beverage delivery window calendar.
• Maintain and update the ancillary activation guide, ancillary space/production guide, internal ancillary BASICS form.
• Assist with scheduling the union and non-union event production workforce and helps to manage the appropriate staffing levels based on the scope of every event.
• Approve VIP On sales and ancillary events associated arena/theater confirmation memos.
• Generate and maintain internal databases and perform special project research for senior executives and independently gather and analyze information from multiple sources; prepare a variety of reports, manuals or agendas, as directed.
• Compose routine and non-routine correspondence, memoranda, reports, etc., which are generally confidential in nature. Uses various PC software packages such as spreadsheets, word processing, and graphics to produce high quality reports, presentations, or other documents.
• Produce AutoCAD drawings to illustrate setups and layouts across the event spectrum. These drawings build the foundation for the event and are shared with various stakeholders across the MSG enterprises, including but not limited to Client, Box Office, Finance, Building Operations, Security & Booking.
• Acts as a liaison between Production with internal and external contacts.
• Coordinates activities, conducts research and ensures that requests are carried out. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the department.
• Coordinates all paperwork necessary for proper approvals. This includes, but not limited to, time sheets, travel and expenses, COUPA and Procurement requisitions, etc. Follow-up with other departments to ensure that requests are carried out and activities are coordinated efficiently.
• Assists department in special projects as requested. May provide leadership and support to other department administrative staff.
• Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.

What do you need to succeed?

• 2-3 years’ experience in the entertainment industry.
• Candidates who have completed a minimum of 60 credit hours of college-level coursework (representing 2 years), or have shown similar self-development through certifications, trade school coursework, etc. are preferred. Educational requirements may differ from job to job based on the role.
• Able to work under pressure and meet deadlines, while managing multiple tasks.
• Strong administrative, organizational, and time management skills.
• Demonstrate integrity, tact, diplomacy and a commitment to company values, and principles while ensuring the upmost consistency.
• Must possess excellent verbal and written communication, organizational, and time management skills with exceptional attention to detail and strong follow-up skills.
• Must have the ability to work independently when necessary and use sound business judgment.
• Passion for entertainment and for future technologies and proficiency in Mac, Microsoft Office, Google Drive, and Adobe.

Special Requirements

• Must be able to work a flexible schedule inclusive of weekends, nights and holidays in a 24/7, 365 environment.
• Travel may occur occasionally.
• This position requires a substantial amount of walking and climbing stairs to properly address any situations or employee concerns before, during and after events; constant movement throughout the event may be required.
• General lifting requirement of up to 25 pounds is required.

#LI- Onsite

Pay Range

$45,000—$65,000 USD

At MSG, we recognize the importance of upskilling employees’ talents and strengths so they can drive their careers forward. We are proud to offer a robust set of tools and resources to help employees understand their interests and purpose, harness their talents and obtain the skills they need to reach the next step in their careers. Growth and longevity for our employees are top priorities here.

We value diversity and are looking for extraordinary employees of all backgrounds! MSG is an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, sexual and reproductive health choices, national origin, citizenship, age, genetic information, disability, or veteran status. MSG complies with all applicable federal, state, and local laws governing nondiscrimination, including consideringrequests for reasonable accommodations as required.